Restaurant reservation deposit: step-by-step plan (January/no-show proof)
January is a strange month in hospitality: people do want to "go out for dinner after the holidays", but they cancel faster (flu, weather, tight budgets) and no-shows hit even harder when your margins are already under pressure. Add winter weekends, events and the run-up to Horecava, and you feel why certainty suddenly becomes just as important as hospitality.
A deposit at reservation (or a credit card guarantee) does not have to feel cold or impersonal. If you set it up smartly with clear rules, a smooth payment flow (iDEAL/Mollie) and consistent communication across all your channels (website and Google/Maps), you prevent revenue leakage. And your team gets breathing room.
Waarom restaurants in januari vaker met aanbetaling werken
In January you often see the same mix:
- More last-minute changes: tables get moved ("actually an hour later"), group sizes change ("we're coming with 6 instead of 8") or people drop out due to weather or illness.
- Higher cost pressure: purchasing, energy and staffing costs keep rising, while occupancy is less predictable.
- Peak moments are extra expensive: Friday, Saturday or a special night (wine pairing, live music, chef's table) fills up fast, but a no-show can throw off your entire seating.
That is why more and more venues work with a deposit/advance payment or a card guarantee. Not to be "tough", but to separate serious reservations from casual ones, and to protect mise en place and staffing.
Aanbetaling vs. creditcardgarantie vs. no-show fee: wat past bij jouw zaak?
Wanneer kies je voor aanbetaling (borg) en wanneer voor creditcardgarantie?
Deposit (advance payment) works well if:
- you have menus with high food cost (tasting menu, shared dining, seafood, special cuts);
- you host lots of groups or tables that take the whole evening;
- in January and winter you want certainty before you purchase stock.
Credit card guarantee (card details as security, only charging on no-show or late cancel) fits better if:
- you want to keep friction low (less "I have to pay already");
- you mainly want protection against no-shows, not necessarily against "I cancel 2 days in advance";
- your audience books more spontaneously.
A no-show fee without a deposit is also possible, but it is more sensitive in communication: guests are quicker to see it as a "penalty". In practice this is often more guest-friendly: "We ask for a deposit that you get back if you cancel in time."
Hybride aanpak: alleen piekmomenten (vr/za, feestdagen, events)
A hybrid approach is often the sweet spot:
- Deposit only on peak days (Fri/Sat) or time slots (e.g. 19:00 to 20:00).
- Only from X people (e.g. 6+), because group no-shows hurt the most.
- Only for special menus or events (Valentine's Day, wine pairing night, chef's table).
This way you keep the barrier low on weekdays, while you protect revenue when it matters.
Checklist: aanbetaling reservering restaurant in 30-60 minuten inrichten
The checklist below is meant to get this tightened up today, without weeks of "writing policy".
Stap 1: Bepaal regels (bedrag, drempel, tijdslimiet)
Make it concrete, otherwise you will get debates.
Choose 1 model:
- Fixed amount per person (e.g. EUR 10-25 p.p.)
- Fixed amount per table (e.g. EUR 50)
- Percentage of menu price (for events)
Also decide:
- Threshold: from how many people does it apply? (e.g. 6+)
- Time limit: until when can someone cancel free of charge? (e.g. 24 or 48 hours)
Real-world example: a bistro with 40 covers chooses in January EUR 15 p.p. from 5 people, with a 48-hour cancellation window for weekend tables.
Stap 2: Annuleringspolicy en restitutie
This is where you win on guest-friendliness.
Decide upfront:
- Free cancellation until: 24 or 48 hours before start time.
- Rescheduling: is this allowed within the window at no cost? (often: yes, as long as a new date is booked within 14 days.)
- Partial refund: what do you do if 8 were booked, but 6 show up?
Make it black and white. For example: "Adjusting the number of guests is free up to 24 hours in advance; after that we charge for the reserved number."
Stap 3: Betaalflow kiezen (iDEAL/Mollie/creditcard) + bevestigingen
For the Netherlands, iDEAL is usually the fastest route to acceptance.
Two commonly used setups:
- Deposit via iDEAL (often via Mollie): the guest pays immediately, you receive confirmation.
- Credit card guarantee: the guest enters their card, you only charge if the conditions are breached (depending on your system).
Make sure the reservation only becomes final when:
- the payment or guarantee succeeded, and
- the guest has received a confirmation.
In your confirmation email or SMS, include at minimum:
- date, time, party size
- deposit amount and the deadline in 1 sentence
- link to change or cancel
- short why-explanation (planning, waste, no-shows)
Stap 4: Reserveringswidget op je website (minimale frictie)
If you ask for a deposit, your widget suddenly becomes a revenue page.
- Put the reservation button above the fold (on mobile, ideally sticky).
- Place 1 reassuring sentence directly below it: "Deposit is fully refunded if you cancel on time."
- Let the guest first choose date, time and party size, and only then show the payment step.
Do you not have a solid solution yet (or are you unsure whether your current tool supports payments properly)?
Stap 5: Testscenario’s + interne werkinstructie
Test it as if you are the guest.
Do at least these checks:
- Book and pay: does the confirmation arrive immediately?
- Cancel within the window: do you get an automatic refund or message?
- Cancel outside the window: what does the guest see, and is the text correct?
- Change party size: does it work and how does it communicate it?
- No-show: how do you register this and what is your process?
Then create a mini work instruction (1 page):
- when exceptions are allowed
- who can issue refunds
- what you say on the phone (1 fixed sentence is enough)
Website en UX: zo verlaag je frictie zonder omzet te lekken
Microcopy die vertrouwen geeft
Guests do not drop off because of "paying", they drop off because of uncertainty.
Put microcopy where it matters:
- Why: "Because of no-shows we sometimes have to refuse tables; a deposit keeps spots fairly available."
- When it is refunded: "Your deposit is 100 percent refundable if you cancel up to 24 or 48 hours in advance."
- Transparent: "The deposit is deducted from the bill" or "is automatically refunded". Choose 1 and be exact.
Het juiste moment om betaling te vragen
Best order (often highest conversion):
- date and time
- party size
- details
- payment or guarantee
That feels like confirmation, not a barrier.
Alternatieven voor twijfelaars
Not everyone wants to pay right away. Offer 1 way out without destroying your policy:
- phone option for exceptions
- waitlist for peak times with a payment link when availability opens up
- reminders: send a confirmation 24 hours in advance with "please confirm your attendance"
Juridisch en voorwaarden: wat moet er op je site staan?
Waar publiceer je UVH of annuleringsvoorwaarden?
You do not need to write a legal novel, but your terms must be easy to find.
Ensure these 3 locations:
- On or next to the reservation widget (short: amount, deadline, what happens on no-show)
- In the confirmation (email or SMS) with the same core text
- On a fixed page (e.g. "Reservation terms") and link to it from your footer or flow
Bewijs en communicatie (bevestiging, wijziging, no-show)
You want to be able to prove:
- what the guest booked and accepted
- what happened (cancellation, change, no-show)
So make sure that:
- your system has a log of changes
- you mark no-shows (preferably with a reason)
- exceptions do not live only in "random chat messages"
Kanaalstrategie: Google/Maps (Reserve with Google) vs eigen widget
Wanneer je Google-kanaal wel aan laat
Google/Maps brings volume, especially for "near me" searches. Keep it on if:
- you want to stay low-friction for 2-person tables
- you are still testing your policy
- you need weekday last-minute walk-in style demand
Wanneer je naar je eigen widget stuurt
Prefer sending people to your own widget if:
- you want to enforce a deposit or card guarantee at specific moments
- you have tighter policies (groups, menus, event nights)
- you want better measurement of what works (conversion, channel differences)
Tip: make sure your Google profile clearly routes guests to "Reserve via website", so they land in the right flow.
Consistentie: dezelfde regels op alle kanalen
Nothing frustrates guests (and your team) more than different rules per channel.
Create 1 policy and translate it per channel, but do not change the core. If you run a hybrid setup (only peak moments), make sure that is identical everywhere.
Meten en bijsturen: werkt je aanbetaling echt?
KPI’s
After 2 to 4 weeks, measure at minimum:
- no-show rate (before and after)
- cancellations within the window (and whether you resold the table)
- conversion per channel (website vs Google/Maps vs phone)
- occupancy on peak moments
If conversion drops too hard, it is often not a "deposit problem", but communication or friction: unclear text, asking for payment too early, too many steps.
A/B-tests
Keep it small and practical:
- test EUR 10 vs EUR 15 p.p.
- test 24 hours vs 48 hours window
- test only peak days vs always
- add 1 extra reminder and see what it does
Veelgestelde vragen
Kan ik aanbetaling verplichten bij reservering?
Yes, as long as you communicate it clearly before booking and apply your terms consistently. Put it in the reservation flow and repeat it in the confirmation.
Hoeveel aanbetaling is normaal per persoon?
It varies by concept, but many venues use EUR 10 to EUR 25 p.p. or a fixed amount per table. Choose an amount that reduces no-show pain, but does not feel like an entry fee.
Wat als gasten annuleren of verplaatsen?
Keep it simple: free cancellation up to X hours in advance. Rescheduling is allowed within the same timeframe (and within a clear period, e.g. 14 days). Also communicate what you do if fewer guests show up.
Wat als iemand via Google reserveert?
That depends on your channel setup. If your Google flow does not support (or only partially supports) payment and policy logic, you are better off sending peak moments to your own widget. The key remains: the same rules across all channels.
Klaar om dit goed in te richten? (1-op-1 advies)
January is the moment to tighten this up, before busy winter weekends and event nights keep leaking from your planning. If you set it up properly now, you benefit from it all year.
"Send us a WhatsApp for a free reservations and deposit scan (15 min): we will check your widget, iDEAL/Mollie flow, terms, and Google/Maps channel settings."
Would you rather get in touch in the way that suits you best? Then request WhatsApp advice.